Job Title: Project Coordinator II Location: Palo Alto, California (Hybrid - 1 day/week onsite) Duration: 12 months
Job Overview: The Project Coordinator will support a wide range of projects within the Client’s AI Research Team. Reporting directly to the operations team, this role will assist the Research Program Manager and COO in improving processes and driving project success. This hybrid position requires onsite presence in Palo Alto (~1 day/week) for key team events.
Key Responsibilities:
Manage procurement and vendor relationships (~15+ hours/week), including processing purchase orders (POs), managing budgets, and handling vendor communications.
Assist in the paper submission process, tracking and coordinating with marketing to ensure timely visibility on social platforms.
Support university partnerships and sponsorships, particularly during peak seasons.
Provide logistical support for all-hands meetings, team events, and offsites (~5 hours/month).
Oversee onboarding processes and maintain documentation.
Manage the Cleint’s AI Research intern program, including budgeting and project planning.
Coordinate swag purchases and distribution to the team.
Create and maintain project documentation and timelines, ensuring adherence to project governance.
Support in the day-to-day tracking of project implementations and resource utilization.
Preferred Skills:
Proactive and detail-oriented, with experience in light vendor management and procurement processes.
Strong organizational and multitasking abilities.
Effective written and verbal communication skills.
Familiarity with budget management and cross-functional collaboration.
Salesforce Project Coordinator Required Skills:
Create and manage project plans; monitor and review project progress and timelines; adjust schedules and plans as needed; and identify and resolve issues to ensure project success.
Ensure on time and on budget delivery of projects while also ensuring that project gates and governance are properly adhered to during the execution of the project.
Track utilization of project resources and manage this against the resource allocation and budget. This includes on time entry and approvals for project timesheets.
Support in day-to-day execution of project implementations. Assist with the planning, tracking, documentation and status updates for the project.
Manage one to two large projects and multiple small to medium sized projects requiring complex cross-functional collaboration and management at the program level.
Leverage business knowledge and expertise to drive business process improvements.
Create and maintain comprehensive project documentation
Demonstrate excellent partner-facing and internal communication skills
Demonstrate excellent written and verbal communication skills
Demonstrate organizational skills including attention to detail and multitasking skills
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $39.70/hr.
